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LSR Tech Solutions E-mail and usage Policy<br />LSR Tech Solutions E-mail and usage Policy<br />______________________________________________________<br />Lisa Wessel<br />Prepared by<br />Lisa Wessel<br />______________________________________________________<br />Rick Kramer President<br />PREFACE<br />LSR Tech Solutions has strict e-mail policies and believes in keeping its customers and employee up to date and safe from e-mail scams, fraud, privacy, and to provide guidelines to a acceptable use policy. It is essential for LSR Tech Solutions employees, staff, customer, contractors by providing guidance, support, and technical expertise in the proper use of its e-mail.<br />This particular document, LSR Tech Solutions Policy guidelines, is a supporting document designed to help employees, staff, customers, and contractors to understand the policies and standards required to use LSR Tech Solutions any and all e-mail servers including e-mail set-up processes. Understanding these policies and standards is an ongoing process, so we encourage customers, employees, and contractors to contact the IT department in order to ensure their successful use of LSR Tech Solutions E-mail Servers.<br />TABLE OF CONTENTS<br />Table of Contents<br /> TOC o "1-3" h z u DOCUMENT HISTORY LOG PAGEREF _Toc275708800 h 2<br />LSR Tech Solution E-mail Acceptable Use Policy PAGEREF _Toc275708801 h 3<br />PREFACE PAGEREF _Toc275708803 h 4<br />1.0 Introduction PAGEREF _Toc275708804 h 6<br />1.1 Purpose PAGEREF _Toc275708805 h 6<br />1.2 Scope PAGEREF _Toc275708806 h 6<br />1.3 Account Activation/Termination PAGEREF _Toc275708807 h 6<br />Definitions and Acronyms PAGEREF _Toc275708808 h 8<br />2.0 Definitions PAGEREF _Toc275708809 h 8<br />2.1 Acronyms PAGEREF _Toc275708810 h 9<br />2.2 General Expectations of End Users PAGEREF _Toc275708811 h 9<br />2.3 Appropriate Use PAGEREF _Toc275708812 h 9<br />2.4 Inappropriate Use PAGEREF _Toc275708813 h 10<br />2.5 Monitoring and Confidentiality PAGEREF _Toc275708814 h 11<br />2.6 Retention Policy PAGEREF _Toc275708815 h 11<br />3.2 Reporting Misuse PAGEREF _Toc275708816 h 12<br />3.3 Flow Chart Appropriate use or Inappropriate PAGEREF _Toc275708817 h 12<br /> 3.4 Disclaimer PAGEREF _Toc275708818 h 14<br />LSR Tech Solution assumes no liability for direct and/or indirect damages arising from the user’s use of LSR Tech Solutions e-mail system and services. Users are solely responsible for the content they disseminate. LSR Tech Solutions is not responsible for any third-party claim, demand, or damage arising out of use the LSR Tech Solution’s e-mail systems or services. PAGEREF _Toc275708819 h 14<br />3.5 Failure to Comply PAGEREF _Toc275708820 h 14<br />3.6 E-mail User Agreement PAGEREF _Toc275708821 h 15<br />E-mail Acceptable Use Policy<br />1.0 Introduction<br />In order to protect its customer’s and its employees and staff and all other suppliers LSR Tech Solutions e-mail is perhaps the most commonly used application in our companies workplace. It is essential business tool for LSR Tech Solutions, but a potentially dangerous one if mismanaged. Conscientious management by way of a clear and comprehensive policy is essential. This policy provides a structure for defining our organization’s e-mail Acceptable Use Policy.<br />Purpose<br />E-mail is a critical mechanism for business communications at LSR Tech Solutions. However, use of LSR Tech Solution’s electronic mail systems and services are a privilege, not a right, and therefore must be used with respect and in accordance with the goals of LSR Tech Solutions. <br />The objectives of this policy are to outline appropriate and inappropriate use of LSR Tech Solutions e-mail systems and services in order to minimize disruptions to services and activities, as well as comply with applicable policies and laws.<br />1.2 Scope<br />This policy applies to all e-mail systems and services owned by LSR Tech Solutions all e-mail account users/holders at LSR Tech Solutions (both temporary and permanent), and all company e-mail records.<br />1.3 Account Activation/Termination<br />E-mail access at LSR Tech Solutions is controlled through individual accounts and passwords. Each user of LSR Tech Solutions e-mail system is required to read and sign a copy of this E-mail Acceptable Use Policy prior to receiving an e-mail access account and password. It is the responsibility of the employee to protect the confidentiality of their account and password information. All employees of LSR Tech Solutions will receive an e-mail account. E-mail accounts will be granted to third-party non-employees on a case-by-case basis. Possible non-employees that may be eligible for access include:<br />Contractors.<br />Customers.<br />Outside Sales Staff.<br />Applications for these temporary accounts must be submitted to management or e-mail email@example.com for all terms, conditions, and restrictions governing e-mail use must be in a written and signed agreement. E-mail access will be terminated when the employee or third party terminates their association with LSR Tech Solutions unless other arrangements are made. LSR Tech Solutions is under no obligation to store or forward the contents of an individual’s e-mail inbox/outbox after the term of their employment has ceased.<br />Definitions and Acronyms <br />2.0 Definitions<br />TermDefinition<br />Appropriate Use Communicating with fellow employees, business partners of LSR Tech Solutions, and clients within the context of an individual’s assigned responsibilities.Inappropriate Use Excessive personal use of LSR Tech Solutions e-mail resources. LSR Tech Solutions allows limited personal use for communication with family and friends, independent learning, and public service so long as it does not interfere with staff productivity, pre-empt any business activity, or consume more than a trivial amount of resources.Monitoring and ConfidentialityThe e-mail systems and services used at LSR Tech Solutions are owned by the company, and are therefore its property. This gives LSR Tech Solutions the right to monitor any and all e-mail traffic passing through its e-mail system.OrganizationA company, corporation, firm, enterprise or institution, or part thereof (whether incorporated or not, public or private) that has its own function(s) and administration.PolicyE-mail Acceptable use policy is intended to provide a safe and enjoyable e-mail service to LSR Tech Solutions e-mail use.General Expectations of end usersE-mail users are responsible for mailbox management, including organization and cleaning.<br />2.1 Acronyms<br />AcronymDescriptionCEOchief executive officer<br />2.2 General Expectations of End Users<br />The enterprise often delivers official communications via e-mail. As a result, employees of LSR Tech Solutions with e-mail accounts are expected to check their e-mail in a consistent and timely manner so that they are aware of important company announcements and updates, as well as for fulfilling business and role-oriented tasks. E-mail users are responsible for mailbox management, including organization and cleaning. If a user subscribes to a mailing list, he or she must be aware of how to unsubscribe from the list, and is responsible for doing so in the event that their current e-mail addresses changes. E-mail users are expected to remember that e-mail sent from the company’s e-mail accounts reflects on the company. Please comply with normal standards of professional and personal courtesy and conduct.<br />2.3 Appropriate Use<br />Individuals at LSR Tech Solutions are encouraged to use e-mail to further the goals and objectives of LSR Tech Solutions. The types of activities that are encouraged include:<br />Communicating with fellow employees, business partners of LSR Tech Solutions, and clients within the context of an individual’s assigned responsibilities. Acquiring or sharing information necessary or related to the performance of an individual’s assigned responsibilities. Participating in educational or professional development activities.<br />2.4 Inappropriate Use<br />LSR Tech Solutions e-mail systems and services are not to be used for purposes that could be reasonably expected to strain storage or bandwidth (e.g. e-mailing large attachments instead of pointing to a location on a shared drive). Individual e-mail use will not interfere with others’ use and enjoyment of LSR Tech Solutions e-mail system and services. E-mail use at LSR Tech Solutions will comply with all applicable laws, all LSR Tech Solutions policies, and all LSR Tech Solutions contracts. The following activities are deemed inappropriate uses of LSR Tech Solutions e-mail systems and services, and are strictly prohibited:<br />Use of e-mail for illegal or unlawful purposes, including copyright infringement, obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery, impersonation, soliciting for illegal pyramid schemes, and computer tampering (e.g. spreading of computer viruses). Use of e-mail in any way that violates LSR Tech Solutions policies, rules, or administrative orders, including, but not limited to, to the laws put in place by the federal or local State agency. Viewing, copying, altering, or deletion of e-mail accounts or files belonging to LSR Tech Solutions or another individual without authorized permission. Sending of unreasonably large e-mail attachments. The total size of an individual e-mail message sent (including attachment) should be 10MB or less. Opening e-mail attachments from unknown or unsigned sources. Attachments are the primary source of computer viruses and should be treated with utmost caution. Sharing e-mail account passwords with another person, or attempting to obtain another person’s e-mail account password. E-mail accounts are only to be used by the registered user. Excessive personal use of LSR Tech Solutions e-mail resources. LSR Tech Solutions allows limited personal use for communication with family and friends, independent learning, and public service so long as it does not interfere with staff productivity, pre-empt any business activity, or consume more than a trivial amount of resources. LSR Tech Solutions prohibits personal use of its e-mail systems and services for unsolicited mass mailings, non-LSR Tech Solutions commercial activity, political campaigning, dissemination of chain letters, and use by non-employees.<br />2.5 Monitoring and Confidentiality<br />The e-mail systems and services used at LSR Tech Solutions are owned by the company, and are therefore its property. This gives LSR Tech Solutions the right to monitor any and all e-mail traffic passing through its e-mail system. This monitoring may include, but is not limited to, inadvertent reading by IT staff during the normal course of managing the e-mail system, review by the legal team during the e-mail discovery phase of litigation, observation by management in cases of suspected abuse or to monitor employee efficiency. In addition, archival and backup copies of e-mail messages may exist, despite end-user deletion, in compliance with LSR Tech Solutions records retention policy. The goals of these backup and archiving procedures are to ensure system reliability, prevent business data loss, meet regulatory and litigation needs, and to provide business intelligence. Backup copies exist primarily to restore service in case of failure. Archival copies are designed for quick and accurate access by company delegates for a variety of management and legal needs. Both backups and archives are governed by the company’s document retention policies. These policies indicate that e-mail must be kept for up to 1 year.<br />2.6 Retention Policy<br />The records of LSR Tech Solutions and e-mail records are important assets. Corporate record includes essentially all records documents you produce as an employee whether paper or electronic. A record may be as a memorandum, an e-mail, a contract or a case study, or something not as obvious, such as computerized desk calendar, an appointment book or an expense record. If LSR Tech Solutions discovers or has good reason to suspect activities that do not comply with applicable laws or this policy, e-mail records may be retrieved and used to document the activity in accordance with due process. All reasonable efforts will be made to notify an employee if his or her e-mail records are to be reviewed. Notification may not be possible, however, if the employee cannot be contacted, as in the case of employee absence due to vacation. Use extreme caution when communicating confidential or sensitive information via e-mail. Keep in mind that all e-mail messages sent outside of LSR Tech Solutions become the property of the receiver. A good rule is to not communicate anything that you wouldn’t feel comfortable being made public. Demonstrate particular care when using the “Reply” command during e-mail correspondence to ensure the resulting message is not delivered to unintended recipients.<br />3.2 Reporting Misuse<br />Any allegations of misuse should be promptly reported to admin or Henry Cookie firstname.lastname@example.org . If you receive an offensive e-mail, do not forward, delete, or reply to the message. Instead, report it directly to the individual named above.<br />3.3 Flow Chart Appropriate use or Inappropriate <br />3.4 Disclaimer<br />LSR Tech Solutions assumes no liability for direct and/or indirect damages arising from the user’s use of LSR Tech Solutions e-mail system and services. Users are solely responsible for the content they disseminate. LSR Tech Solution is not responsible for any third-party claim, demand, or damage arising out of use the LSR Tech Solutions e-mail systems or services.<br />3.5 Failure to Comply<br />Violations of this policy will be treated like other allegations of wrong doing at LSR Tech Solutions. Allegations of misconduct will be adjudicated according to established procedures. Sanctions for inappropriate use on LSR Tech Solutions e-mail systems and services may include, but are not limited to, one or more of the following:<br />Temporary or permanent revocation of e-mail access;<br />Disciplinary action according to applicable LSR Tech Solutions policies; <br />Termination of employment; and/or Discipline<br />Legal action according to applicable laws and contractual agreements.<br />3.6 E-mail User Agreement<br />s<br />